Privacy Policy for Text Messaging Services
Effective Date: 12/01/2024
Breakwater Retirement Solutions (“we,” “us,” “our”) is committed to protecting your privacy and ensuring the security of your personal and health information. This Privacy Policy outlines how we handle and protect your data when you use our text messaging services, particularly in the context of Medicare-related insurance services. We take the privacy of your personal and health information seriously, and we are fully committed to complying with the Health Insurance Portability and Accountability Act (HIPAA) and other applicable privacy laws.
1. Information We Collect
When you opt in to receive text messages from us, we may collect the following types of information:
- Personal Information: This may include your name, phone number, email address, and other contact details.
- Health Information: We may send text messages related to your Medicare plan, benefits, claims, or other health-related services. Any health information shared via text is treated as confidential and is subject to HIPAA protections.
- Consent to Text Messages: By opting in, you give us consent to send text messages to the phone number you provide. You may opt out of text messages at any time by following the opt-out instructions provided in each message.
2. How We Use Your Information
We may use your personal and health information for the following purposes:
- Communicating with You: To provide you with important information about your Medicare benefits, policies, plan updates, claims, and other services we offer.
- Appointment Reminders: To send reminders for upcoming appointments, enrollment deadlines, and other important Medicare-related dates.
- Customer Support: To address questions, provide assistance, or resolve issues related to your Medicare insurance plan.
3. HIPAA Compliance and Data Security
We understand the sensitivity of your personal and health information, and we are committed to maintaining its privacy and security in accordance with HIPAA. Here are some key practices we follow to protect your information:
- Protected Health Information (PHI): Any text messages that contain Protected Health Information (PHI) will only be sent when necessary and will comply with HIPAA’s security and confidentiality requirements.
- Encryption: We use secure text messaging systems that encrypt your information to prevent unauthorized access.
- Access Controls: We restrict access to your information to only those employees or contractors who need it to provide services to you.
- Data Retention: We retain personal and health information only as long as necessary to provide services, comply with legal requirements, and fulfill business needs. Once your information is no longer needed, we will securely dispose of it.
4. Text Message Frequency and Costs
- Frequency: The frequency of text messages will vary depending on the services you request or the information we need to communicate with you regarding your Medicare plan.
- Message and Data Rates: Standard text messaging and data rates may apply depending on your mobile carrier. You are responsible for any charges or fees your mobile carrier may impose.
5. Your Rights and Choices
As a recipient of our text messaging services, you have the following rights:
- Opt-In: By providing your phone number, you consent to receive text messages from us. You are not required to consent to receive text messages in order to obtain services from us.
- Opt-Out: You may opt out of receiving future text messages at any time by replying “STOP” to any message you receive from us, or by contacting our customer service team at [insert contact details].
- Access and Amend Your Information: You have the right to access, update, or request changes to your personal and health information. You can do this by contacting us at [insert contact details].
6. Sharing Your Information
We do not share your personal or health information with third parties except in the following circumstances:
- With Your Consent: We may share your information with third parties as authorized by you.
- Business Associates: We may share your information with trusted partners or service providers who assist us in delivering our services (such as technology providers for secure text messaging), provided they adhere to HIPAA’s privacy and security standards.
- Legal and Regulatory Requirements: We may disclose your information if required to do so by law or if we believe it is necessary to comply with a legal process, protect our rights, or respond to a government request.
7. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or to comply with legal requirements. When we make changes, we will update the “Effective Date” at the top of this document. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your privacy.
8. Contact Us
If you have any questions or concerns about this Privacy Policy, or if you wish to exercise your rights regarding your personal or health information, please contact us at:
Breakwater Retirement Solutions
207-544-9775
www.breakwaterretirement.com
Important Note: Be sure to adjust the contact information and specific operational details to suit your business. Also, consider consulting a privacy lawyer to ensure the policy fully aligns with your practices and HIPAA requirements.